Item No. 8.
| MEETING DATE: 02/16/2021 |
|
| TO: | HONORABLE MAYOR AND COUNCILMEMBERS |
| FROM: | JIM SADRO, CITY MANAGER By: Elias Saykali, Public Works Director |
| SUBJECT: | APPROVE AND AUTHORIZE THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH AGA ENGINEERS, INC., TO PROVIDE PROFESSIONAL ENGINEERING SERVICES FOR THE LAMBERT ROAD CORRIDOR REGIONAL TRAFFIC SIGNAL SYNCHRONIZATION PROJECT |
RECOMMENDATION:
That the City Council:
A. Approve and authorize the City Manager to enter into an agreement with AGA Engineers, Inc., of Fullerton, California, in the amount of $658,425 to provide professional engineering services for the Lambert Road Corridor Regional Traffic Signal Synchronization Project; and
B. Authorize staff to issue a purchase order to AGA Engineers, Inc., of Fullerton, California, in the amount of $691,346 that includes a five percent (5%) contingency.
DISCUSSION:
In an effort to streamline traffic flow through the community, staff applied for competitive funding through the Orange County Transportation Authority (OCTA) Combined Transportation Funding Programs under the Project P Regional Traffic Signal Synchronization Program (RTSSP) and received funding approval for the Lambert Road Corridor Project for three years from FY 2020-21 to FY 2022-23. The Lambert Road Corridor Project will synchronize traffic signals along Lambert Road from Martinez Drive in the City of La Habra to Valencia Avenue in the City of Brea. The approximate 7.4 mile long project includes 25 traffic signals in the cities of La Habra and Brea. Along this route there are four traffic signals controlled by Caltrans, thirteen traffic signals controlled by the City of Brea, and eight traffic signal controlled by the City of La Habra. The City of La Habra is the lead agency for this project and the project is included in the adopted FY 2020-21 Capital Improvement Program.
In November 2020 staff issued a Request for Proposals (RFP) to provide professional engineering services for the Lambert Road Corridor Project to improve the traffic signal synchronization timing along this corridor. The project scope of work included the development and implementation of optimized signal synchronization timing, a before and after study and analysis, preparation of plans, project specifications, quantity and cost estimates and other related services to provide the proposed signal timing related system improvements. In addition, there will be ongoing maintenance and operations that will consist of monitoring and improving optimized signal timing and providing communications and detection support.
The project consists of an engineering and a construction phases scheduled for FY 2020-21, and then an ongoing maintenance and operations phase of the project scheduled for FY 2021-22 and FY 2022-23. In order to not jeopardize the approved project funding under the RTSSP, the engineering contract must be awarded by the end of FY 2020-21.
Staff developed and issued an RFP that was sent to nine qualified consulting firms, of which eight submitted proposals. A review committee consisting of a City Engineer (La Habra), a Traffic Manager (La Habra), and a Principal Civil Engineer (Brea) evaluated the proposals. Based on a total possible score of 100 points, the review committee scored the proposals based on their responsiveness to the specification identified in the RFP. Criteria areas that were scored included: company references & experience; personnel staffing levels & experience (qualifications); proposal completeness (all required issues addressed); familiarity & experience with signal synchronization projects (including experience with the use of Syncho, Tru-Traffic, and/or other signal timing optimization software); familiarity & experience with traffic signal hardware, ITS equipment, and communication integration as identified in the RFP; familiarity & experience with Intelight MAXVIEW & Econolite Centracs central systems; proposed schedule for completion of the primary implementation phase of the project; accessibility to the office of the consultant who had the primary responsibility assignment; and signal system on-going operations & maintenance phase support capabilities.
Based on the final scores from the proposals received, the consultants were ranked as follows:
The review committee interviewed the top three scoring firms and determined that AGA Engineers, Inc., was the most qualified to meet the project needs and timeline. AGA Engineers, Inc. submitted a comprehensive proposal which included a detailed work plan, and assembled an excellent project team with extensive experience in traffic signal synchronization timing corridor projects. The review committee determined that they had the best knowledge, skills, understanding and recent experience to successfully complete the project. Based on the final scores from the interviews, the three top scoring firms were ranked as follows:
California Government Code Section 4526-4529 requires that the selection of professional services “shall be on the basis of demonstrated competence and on the professional qualifications necessary for the satisfactory performance of the services required.”
Upon completion of the selection process, staff negotiated a preliminary project fee of $769,996, which consisted of $612,858 for the base proposal and $157,138 for completion of optional items. Optional items are additional services including special signal timing plans which have been determined to be eligible for OCTA project funding subject to the submittal of the final report and review. In an effort to reduce the total contract cost, staff further negotiated a reduction in the preliminary fee proposal to $658,425, a reduction of $111,571, or 14 percent, from the initial proposed price.
Letters of support from the City of Brea and Caltrans for the award of the professional service contract to AGA Engineers, Inc., have been submitted for City Council consideration (Attachment 1).
Based on AGA Engineers, Inc.’s ability to best perform the work at the negotiated fee, it is recommended that the City Council approve and authorize the City Manager to enter into an agreement with AGA Engineers, Inc., of Fullerton, California, in the amount of $658,425 to provide professional engineering services for the Lambert Road Corridor Project Regional Traffic Signal Synchronization Program and authorize staff to issue a purchase order to AGA Engineers, Inc., in the amount of $691,346 that includes a five percent (5%) contingency.
In November 2020 staff issued a Request for Proposals (RFP) to provide professional engineering services for the Lambert Road Corridor Project to improve the traffic signal synchronization timing along this corridor. The project scope of work included the development and implementation of optimized signal synchronization timing, a before and after study and analysis, preparation of plans, project specifications, quantity and cost estimates and other related services to provide the proposed signal timing related system improvements. In addition, there will be ongoing maintenance and operations that will consist of monitoring and improving optimized signal timing and providing communications and detection support.
The project consists of an engineering and a construction phases scheduled for FY 2020-21, and then an ongoing maintenance and operations phase of the project scheduled for FY 2021-22 and FY 2022-23. In order to not jeopardize the approved project funding under the RTSSP, the engineering contract must be awarded by the end of FY 2020-21.
Staff developed and issued an RFP that was sent to nine qualified consulting firms, of which eight submitted proposals. A review committee consisting of a City Engineer (La Habra), a Traffic Manager (La Habra), and a Principal Civil Engineer (Brea) evaluated the proposals. Based on a total possible score of 100 points, the review committee scored the proposals based on their responsiveness to the specification identified in the RFP. Criteria areas that were scored included: company references & experience; personnel staffing levels & experience (qualifications); proposal completeness (all required issues addressed); familiarity & experience with signal synchronization projects (including experience with the use of Syncho, Tru-Traffic, and/or other signal timing optimization software); familiarity & experience with traffic signal hardware, ITS equipment, and communication integration as identified in the RFP; familiarity & experience with Intelight MAXVIEW & Econolite Centracs central systems; proposed schedule for completion of the primary implementation phase of the project; accessibility to the office of the consultant who had the primary responsibility assignment; and signal system on-going operations & maintenance phase support capabilities.
Based on the final scores from the proposals received, the consultants were ranked as follows:
| Firm Name | Ranking | Average Score |
| AGA Engineers, Inc. | 1 | 93 |
| ADVANTEC Consulting Engineers, Inc. | 2 | 92 |
| Iteris, Inc. | 3 | 89 |
| KOA Corporation | 4 | 86 |
| Michael Baker International | 5 | 82 |
| DKS Associates | 6 | 80 |
| HDR Engineering, Inc. | 6 | 80 |
| Kimley-Horn and Associates, Inc. | 8 | 79 |
The review committee interviewed the top three scoring firms and determined that AGA Engineers, Inc., was the most qualified to meet the project needs and timeline. AGA Engineers, Inc. submitted a comprehensive proposal which included a detailed work plan, and assembled an excellent project team with extensive experience in traffic signal synchronization timing corridor projects. The review committee determined that they had the best knowledge, skills, understanding and recent experience to successfully complete the project. Based on the final scores from the interviews, the three top scoring firms were ranked as follows:
| Firm Name | Ranking | Average Score |
| AGA Engineers, Inc. | 1 | 91 |
| Iteris, Inc. | 2 | 88 |
| ADVANTEC Consulting Engineers, Inc. | 3 | 84 |
California Government Code Section 4526-4529 requires that the selection of professional services “shall be on the basis of demonstrated competence and on the professional qualifications necessary for the satisfactory performance of the services required.”
Upon completion of the selection process, staff negotiated a preliminary project fee of $769,996, which consisted of $612,858 for the base proposal and $157,138 for completion of optional items. Optional items are additional services including special signal timing plans which have been determined to be eligible for OCTA project funding subject to the submittal of the final report and review. In an effort to reduce the total contract cost, staff further negotiated a reduction in the preliminary fee proposal to $658,425, a reduction of $111,571, or 14 percent, from the initial proposed price.
Letters of support from the City of Brea and Caltrans for the award of the professional service contract to AGA Engineers, Inc., have been submitted for City Council consideration (Attachment 1).
Based on AGA Engineers, Inc.’s ability to best perform the work at the negotiated fee, it is recommended that the City Council approve and authorize the City Manager to enter into an agreement with AGA Engineers, Inc., of Fullerton, California, in the amount of $658,425 to provide professional engineering services for the Lambert Road Corridor Project Regional Traffic Signal Synchronization Program and authorize staff to issue a purchase order to AGA Engineers, Inc., in the amount of $691,346 that includes a five percent (5%) contingency.
FISCAL IMPACT/SOURCE OF FUNDING:
The Lambert Road Corridor Project is included in the adopted FY 2020-21 Capital Improvement Program.
The three-year project total funding through OCTA is $2,340,967 which includes engineering, construction, project management, signal timing development, and signal support. The OCTA Regional Traffic Signal Synchronization Program (RTSSP) requires that local agencies contribute with a match of twenty percent (20%), while OCTA funds the other eighty percent (80%) of the project. The current funding for this project from the OCTA RTSSP grant is $1,872,774 and the local agencies (La Habra and Brea combined) match is $468,193.
The City of La Habra has budgeted its portion of the project, including engineering, construction, and traffic signal timing at $1,016,500 while the City of Brea's portion of the project is $1,324,467. The funding for the La Habra portion of the project from the OCTA RTSSP grant is $813,200, the local match responsibility for the City of La Habra is $203,300, which has been included in the adopted FY 2020-21 Capital Projects budget.
The City of La Habra will enter into a separate cooperative agreement with the City of Brea for cost sharing of their respective local agency match requirements and implementation of the project. The City of La Habra will also enter into a separate cooperative agreement with Caltrans for development and implementation of the signal timing for the project at the State owned intersections.
The cost of providing professional engineering services for the Lambert Road Corridor Project for the three-year period is $658,425. A purchase order will be issued in the amount of $691,346 that includes a five percent (5%) contingency. There are sufficient budgeted funds to cover the costs for providing these professional engineering services.
After engineering plans are prepared, staff will return to the City Council for the award of the construction contract portion of this project.
The three-year project total funding through OCTA is $2,340,967 which includes engineering, construction, project management, signal timing development, and signal support. The OCTA Regional Traffic Signal Synchronization Program (RTSSP) requires that local agencies contribute with a match of twenty percent (20%), while OCTA funds the other eighty percent (80%) of the project. The current funding for this project from the OCTA RTSSP grant is $1,872,774 and the local agencies (La Habra and Brea combined) match is $468,193.
The City of La Habra has budgeted its portion of the project, including engineering, construction, and traffic signal timing at $1,016,500 while the City of Brea's portion of the project is $1,324,467. The funding for the La Habra portion of the project from the OCTA RTSSP grant is $813,200, the local match responsibility for the City of La Habra is $203,300, which has been included in the adopted FY 2020-21 Capital Projects budget.
The City of La Habra will enter into a separate cooperative agreement with the City of Brea for cost sharing of their respective local agency match requirements and implementation of the project. The City of La Habra will also enter into a separate cooperative agreement with Caltrans for development and implementation of the signal timing for the project at the State owned intersections.
The cost of providing professional engineering services for the Lambert Road Corridor Project for the three-year period is $658,425. A purchase order will be issued in the amount of $691,346 that includes a five percent (5%) contingency. There are sufficient budgeted funds to cover the costs for providing these professional engineering services.
After engineering plans are prepared, staff will return to the City Council for the award of the construction contract portion of this project.
GENERAL PLAN RELEVANCE:
RN 1.6 Regional Transportation System Improvements
RN 1.7 Street System Improvements
RN 1.8 Safe Street Design
RN 1.9 Resolve Regional Impacts
RN 1.12 Signal Coordination
RN 1.14 Agency Cooperation
ITS 1.1 Traffic Operations Center
ITS 1.2 Signal Coordination
ITS 1.3 Advance Control Technology
ITS 1.4 Traffic Signal Improvements
ITS 1.5 Traffic Signal Optimization
RN 1.7 Street System Improvements
RN 1.8 Safe Street Design
RN 1.9 Resolve Regional Impacts
RN 1.12 Signal Coordination
RN 1.14 Agency Cooperation
ITS 1.1 Traffic Operations Center
ITS 1.2 Signal Coordination
ITS 1.3 Advance Control Technology
ITS 1.4 Traffic Signal Improvements
ITS 1.5 Traffic Signal Optimization